21st Century Skills: Use Information Systematically

Contents
Learning Outcomes
Learning Outcome No. 1: Use technical Information
Information Sheet 6.1-1
Collating Information
Steps in Data Collection
1. Determine What Information You Want to Collect
2. Set a Timeframe for Data Collection
3. Determine Your Data Collection Method
4. Collect the Data
5. Analyze the Data and Implement Your Findings
Data Collection Methods
1. Survey
2. Transactional Data Tracking
3. Interviews and Focus Groups
4. Observation
5. Online Tracking
6. Forms
7. Social Media Monitoring
Self-Check No. 6.1-1
Processing Collected Information
Answer Sheet No. 6.1-1
Processing Collected Information
Information Sheet 6.1-2
Archiving, Documents Management, and Records Management
Self-Check No. 6.1-2
Archiving, Documents Management, and Records Management
Learning Outcome No. 2: Apply Information Technology
Information Sheet 6.2-1
Information Technology
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 21st Century Skills: Use Information Systematically

What is Information Technology?

Applications of Information Technology
Self-Check No 6.2-1
Information Technology
Answer key No 6.2-1
Information Technology
Information Sheet 6.2-2
Software
Types of Software
Self-check No. 6.2-2
Software
Answer key No. 6.2-2
Software
Information Sheet 6.2-3
Data Processing
Real-World Applications of Data Processing
Methods of Processing
Self-Check No. 6.2-3
Data Processing
Data Processing
Learning Outcome No. 3: Edit, format, and check the information
Information Sheet 6.3-1
Effective File Management
Self-Check No. 6.3-1
Effective File Management
Answer Key No. 6.3-1
Effective File Management
Information Sheet 6.3-2
Formatting tools Using MS Word
Overview of the Text formatting tools in word
Changing the Font
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Changing the Font Size

Adding Bold, Italic, or Underline for Emphasis
Changing the Font Color
Striking Through the Text
Superscripting or Subscripting Text
Highlighting Text
Creating a Pretty title or heading
Task Sheet 6.3-2
Formatting tools Using MS Word
Performance Criteria No. 6.3-2
Formatting tools Using MS Word
Information Sheet 6.3-3
Edit and Format a Document
Add and edit text
Customize your document
Add pictures, links, tables, and more
Task Sheet 6.3-3
Edit and Format a Document
Performance Criteria No. 6.3-3
Edit and Format a Document
Information Sheet 6.3-4
Proofreading a Document
How to Use MS Word for Proofreading
Spelling and Grammar Check Basics
Check your language settings
Check your proofing options
Taking Control of Your Spell and Grammar Check
Personalizing Your Grammar Settings
Adding to your Personal Dictionary
Running Your Final Spell Check
Check your spelling and Grammar in Google Docs
Self-Check No. 6.3-4
Proofreading a Document
Answer-key No. 6.3-4
Proofreading a Document

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Learning Outcomes
● Use technical information
● Apply information technology
● Edit, Format, and check the information

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Learning Outcome No. 1: Use technical Information

Information Sheet 6.1-1

Collating Information

Steps in Data Collection

1. Determine What Information You Want to Collect
The first thing you need to do is choose what details you want to collect. You'll need to decide
what topics the information will cover, who you want to collect it from and how much data you
need. Your goals - what you hope to accomplish using your data – will determine your answer to
these questions. Asn n example, you may decide to collect data about which type of articles are
most popular on your website among visitors who are between the ages of 18 and 34. You
might also choose to gather information about the average age of all of the customers who
bought a product from your company within the last month.

2. Set a Timeframe for Data Collection

Next, you can start formulating your plan for how you`ll collect your data. In the early stages of
your planning process, you should establish a timeframe for your data collection. You may want
to gather some types of data continuously. When it comes to transactional data and website
visitor data, for example, you may want to set up a method for tracking that data over a defined
period. In these instances, you`ll have a schedule for when you`ll start and end your data
collection.

3. Determine Your Data Collection Method

At this step, you will choose the data collection method that will make up the core of your data-
gathering strategy. To select the right collection method, you`ll need to consider the type of
information you want to collect, the timeframe over which you'll obtain it, and the other aspects
you determine. We`ll go over various methods you can use in the next section of this article.

4. Collect the Data

Once you have finalized your plan, you can implement your data collection strategy and start
collecting data.

5. Analyze the Data and Implement Your Findings

Once you`ve collected all of your data, it's time to analyze it and organize your findings. The
analysis phase is crucial because it turns raw data into valuable insights that you can use to
enhance your marketing strategies, products, and business decisions.

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Data Collection Methods

1. Survey
Surveys are physical or digital questionnaires that gather both qualitative and quantitative data
from subjects. One situation in which you might conduct a survey is gathering attendee
feedback after an event. This can provide a sense of what attendees enjoyed, what they wished
was different, and areas in which you can improve or save money during your next event for a
similar audience.

While physical copies of surveys can be sent out to participants, online surveys present the
opportunity for distribution at scale. They can also be inexpensive; running a survey can cost
nothing if you use a free tool. If you wish to target a specific group of people, partnering with a
market research firm to get the survey in front of that demographic may be worth the money.

Something to watch out for when crafting and running surveys is the effects of bias, including

● Collection bias: It can be easy to accidentally write survey questions with a biased lean.
Watch out for this when creating questions to ensure your subjects answer honestly and
aren't swayed by your wording.
● Subject bias: Because your subjects know their responses will be read by you, their
answers may be biased toward what seems socially acceptable. For this reason, consider
pairing survey data with behavioral data from other collection methods to get the full
picture.
2. Transactional Data Tracking
Each time your customer makes a purchase, tracking that data can allow you to make decisions
about targeted marketing efforts and understand your customer base better.

Often, e-commerce and point-of-sale platforms allow you to store data as soon as it`s
generated, making this a seamless data collection method that can pay off in the form of
customer insights.

3. Interviews and Focus Groups

Interviews and focus consist of talking to subjects face-to-face about a specific topic or issue.
Interviews tend to be one-on-one, and focus groups are typically made up of several people. You
can use both to gather qualitative and quantitative data.

Through interviews and focus groups, you can gather feedback from people in your target
audience about new product features. Seeing them interact with your product in real-time and
recording their reactions and responses to questions can provide valuable data about which
product features to pursue.

As is the case with surveys, these collection methods allow you to ask subjects anything you
want about their opinions, motivations, and feelings regarding your product or brand. It also
introduces the potential for bias. Aim to craft questions that don't lead them in one particular
direction.

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One downside of interviews and conducting focus groups is they can be time-consuming and
expensive. If you plan to conduct them yourself, it can be a lengthy process. To avoid this, you
can hire a market research facilitator to organize and conduct interviews on your behalf.

4. Observation
Observing people interacting with your website or product can be useful for data collection
because of the candor it offers. If your user experience is confusing or difficult, you can witness
it in real time.

Yet, setting up observation sessions can be difficult. You can use a third-party tool to record
users` journeys through your site or observe a user's interactions with a beta version of your site
or product.

While less accessible than other data collection methods, observation enables you to see
firsthand how users interact with your product or site. You can leverage the qualitative and
quantitative data gleaned from this to make improvements and double down on points of
success.

5. Online Tracking
To gather behavioral data, you can implement pixels and cookies. These are both tools that
track users` online behavior across websites and provide insight into what content they`re
interested in and typically engage with.

You can also track users` who are confused when using it, and how long they spend on product
pages. This can enable you to improve the website's design and help users navigate to their
destination.

Inserting a pixel is often free and relatively easy to set up. Implementing cookies may come with
a fee but could be worth it for the quality of data you'll receive. Once pixels and cookies are set,
they gather data on their own and don't need much maintenance, if any.

It's important to note: Tracking online behavior can have legal and ethical privacy implications.
Before tracking users` online behavior, ensure you`re in compliance with local and industry data
privacy standards.

6. Forms
Online forms are beneficial for gathering qualitative data about users, specifically demographic
data or contact information. They`re relatively inexpensive and simple to set up, and you can
use them to gate content or registrations, such as webinars and email newsletters.

You can then use this data to contact people who may be interested in your product and build
out demographic profiles of existing customers, and in remarketing efforts, such as email
workflows and content recommendations

7. Social Media Monitoring

Monitoring your company's social media channels for follower engagement is an accessible way
to track data about your audience's interests and motivations. Many social media platforms
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have analytics built in, but there is also a third-party social platform that gives more detailed,
organized insights pulled from multiple channels.

You can use data collected from social media to determine which issues are most important to
your followers. For instance, you may notice that the number of engagements dramatically
increases when your company posts about its sustainability efforts.

[Link]

[Link]

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Self-Check No. 6.1-1

Processing Collected Information
Arrange the following steps in chronological order

Steps in Collecting Data

______ 1. Collect Data

______ 2. Determine your Data Collection Method

______ 3. Set a timeframe for data collection

______ 4. Determine What Information you want to collect

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______ 5. Analyze the Data and Implement Your Findings

Answer Sheet No. 6.1-1

Processing Collected Information
Arrange the following steps in chronological order

Steps in Collecting Data

1. Determine What Information you want to collect

2. Set a timeframe for data collection
3. Determine your Data Collection Method
4. Collect Data
5. Analyze the Data and Implement Your Findings

Information Sheet 6.1-2

Archiving, Documents Management, and Records
Management

Archiving: offline file storage for legal, audit, or historical purpose, using tapes, CDs, or other long-term
media. Archiving is the process of moving files that are no longer actively used to a separate storage
device for long-term retention. Archived files are still important to the organization and may be needed
for future reference or must be retained for regulatory compliance. Archives should be indexed and
searchable so that they can be easily located and retrieved.

As part of the lifecycle of information, archiving is an important final stage. Keeping too much
information available online consumes valuable storage which could be better used for newer
information, increases the number of irrelevant search results returned, and adds to the efforts required
to maintain, migrate, and reclassify content.

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There are good reasons to archive content rather than simply delete it. Laws may require content to be
kept for specific periods. Internal and external audits may require document retention. Preserving
information as a part of history is another worthy goal. And there are times when information that had
been thought to be no longer useful later turns out to be needed. Archiving information addresses each
of these requirements.

Documents management: tracking and storing electronic documents and/or images of paper
documents, keeping track of the different versions modified by different users, and archiving as needed.
A document management system (DMS) is a technology that provides a comprehensive solution for
managing the creation, capture, indexing, storage, retrieval, and disposition of an organization's records
and information assets.

Records Management: maintaining the records of an organization from the time they are created up to
their eventual disposal; this may include classifying, storing, securing, archiving, and destroying records.
Records management knows what you have, where you have it, how long you have to keep it, and how
secure it is.

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Self-Check No. 6.1-2

Archiving, Documents Management, and Records
Management
Drag and drop

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[Link]
6622023eb488

Learning Outcome No. 2: Apply Information Technology

Information Sheet 6.2-1

Information Technology
What is Information Technology?
Information Technology is the use of computers and software to manage information. In some
companies, this is referred to as Management Information System (MIS) or simply as Information
System (IS). The information technology department of a large company is responsible for storing
information. The information technology department of a large company is responsible for storing
information, protecting information, processing the information, transmitting the information as
necessary, and later retrieving information as necessary.

Applications of Information Technology

Every day, people use computers in new ways. Computers and other electronic devices are becoming
increasingly affordable. They continue to be more powerful as information-processing tools as well as
easier to use. Humans are continually becoming dependent on IT-enabled devices for carrying out
simple tasks like remembering a phone number to complex ones like flying a fighter plane. Information
Technology has applications in almost all aspects of our life. Some of the important ones are

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Science and engineering: Scientific progress in fields like biotechnology is almost entirely dependent on
the use of computers and other microprocessor-controlled devices. Using supercomputers,
meteorologists predict future weather by using a combination of observations of weather conditions
from many sources, a mathematical representation of the behavior of the atmosphere, and geographic
data. Computer-aided design (CAD) and computer-aided design (CAD) and computer-aided
manufacturing (CAM) programs have led to improved products in many fields, especially where designs
tend to be very detailed. Computer programs make it possible for engineers to analyze designs of
complex structures such as power plants and space stations.

Business and Commerce: One of the first and largest applications of computers is keeping and
managing business and financial records. Most large companies keep the employment records of all
their workers in large databases that are managed by computer programs. Similar programs and
databases are used in business functions like billing customers; tracking payments received and
payments to be made; and tracking supplies needed and items produced, stored, shipped, and sold. In
fact, practically all the information companies need to do business involve the use of computers and
Information Technology. Almost all financial transactions in the world are done electronically. Newer
technologies like m-commerce have enabled almost everybody to carry out routine financial
transactions on the move.

On a smaller scale, many businesses have replaced cash registers with point-of-sale (POS) terminals.
These POS terminals not only print a sales receipt for the customer but also send information to a
computer database when each item is sold to maintain an inventory of items on hand and items to be
ordered. Computers have also become very important in modern factories. Computer-controlled robots
now do tasks that are hot, heavy, or hazardous. Robots are also used to do routine, repetitive tasks in
which boredom or fatigue can lead to poor-quality work.

With today's sophisticated hardware, software, and communications technologies, it is often difficult to
classify a system as belonging uniquely to one specific application program. Organizations increasingly
are consolidating their information needs into a single, integrated information system. Management
Information System (MIS), with the Chief Information Officer (CIO) at its head, is a whole, new branch of
enterprise management.

Education: The advent of Information Technology has changed the meaning of the term “literate”, with
computer literacy being almost as important as basic literacy in many cases. Computer education is an
essential course at the primary level in most schools across the world. With more information, getting
digitized every day, and the internet making it accessible to anyone across the world, students are
increasingly relying on electronic sources of information rather than physical libraries for their needs.
Instruction methodology has also undergone a sea change with the use of images, animations, videos,
presentations, and e-learning to complement traditional techniques.

Governance: The concept of e-governance is one of the most novel applications of Information
Technology whereby it is changing the lives of millions across the globe. Computerization of
Government activities makes it easier to supervise and audit and makes the administration more
responsive to the needs of society. It also bridges the divide between the Government and the people.
Technologies like touch-screen kiosks help disseminate information on land records, photo identity
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cards, pending bills, etc. and enable even illiterate people to make more informed decisions. India is
leading the world in the effective use of IT for elections.

Medicine: Information Technology plays an important role in medicine. For example, a scanner takes a
series of pictures of the body by means of computerized axial tomography (CAT) or magnetic resonance
imaging (MRI). A computer then combines the pictures to produce detailed three-dimensional images of
the body`s organs. In addition, the MRI produces images that show changes in body chemistry and blood
flow. Most critical life support equipment is programmed to respond to changes in the patient status in
split seconds, thereby reducing the response time and risk of human error. Newer concepts like robotic
surgery enable specialists to perform surgeries from remote locations. Genomic studies greatly depend
on supercomputing power to develop technologies for the future.

Entertainment: IT has changed the lifestyle of most people. The convergence of various technologies
has created options for entertainment like games, streaming music and video, digital television
broadcast, satellite radio, animated movies, etc. which can be accessed with the help of mobile phones,
PDAs, notebook computers, or television either with a cable connection or wirelessly using newer-
generation WIFI, CDMA or GRRS technologies.

Information Technology plays a vital role in most of our daily activities. There is hardly anyone who has
not been developed which increases our interaction with and dependence on IT-enabled devices.
Therefore, understanding this technology and using it creatively is imperative to human progress.

[Link]

[Link]
information-technology?pli=1

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Self-Check No 6.2-1
Information Technology
Identification: Application of Information Technology

Identify if the following application of information technology if for Science and Engineering, Business
and Commerce, education, Governance, Medicine, or Entertainment

____________________1. Magnetic Resonance Imaging (MRI)

____________________2. Netflix

____________________3. Kiosks

____________________4. Management Information Systems

____________________ [Link] Aided Manufacturing

____________________6. Point-of-sale

____________________ 7. Computer-aided design

____________________8. e-learning

____________________9. Computerized axial tomography

____________________10. IT for elections

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Answer key No 6.2-1

Information Technology
Identification: Application of Information Technology

Identify if the following application of information technology if it is for Science and Engineering,
Business and Commerce, education, Governance, Medicine, or Entertainment

Medicine 1. magnetic Resonance Imaging (MRI)

Entertainment 2. Netflix

Governance 3. Kiosks

Business and Commerce 4. Management Information Systems

Science and Engineering [Link]-Aided Manufacturing

Business and Commerce 6. Point-of-sale

Science and Engineering 7. Computer-aided design

Education 8. e-learning

Medicine 9. Computerized axial tomography

Governance 10. IT for elections

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Information Sheet 6.2-2

Software

Software refers to the programs and procedures running within your computer systems. These can take
the form of functions that run in the background or o applications that you, as the user, initiate. These
basically instruct the hardware devices how to process input data and present output data.

Types of Software
Just as there is a multitude of purposes we can use the computer for, so are there a vast number of
software types. Most industries have found creative uses for computers. Modern Construction, for
example, uses the computer for planning out each project, designing the specification of each building,
and even creating virtual mock-ups of possible interior designs. These are specialized uses for the
computer. Think about parents' professions and find out how they use computers to help them with
their jobs.

Below are the most common forms of software:

1. Operating Systems

If the computer is a theater and the software applications are the actors, then the Operating
System serves as the director. The operating system manages the link between software and
hardware. It is the environment in which we as users move.

2. Utility Software

This covers all types of software that perform a tool function for your computer. This includes
background running applications such as download software and anti-viruses and user-initiated
applications such as compression software.

● Anti-Virus Software - serves as protection against malicious content that was designed
to break down your computer operations by infecting your software with error-causing
commands. Think of these as a screen that separates out suspicious items behind the
scenes.
● Compassion Software - allows the user to shrink down the size of large files for easier
storage of transport (sending via email or other means). Some compression software
has the ability to slice down one large file into a number of smaller files or group
together smaller files into one large archive file.
● File Transfer Software - manages the upload and download of files to and from servers
or other users. While popular torrent software is included in this software group, the
most common applications are those that are used to manage file transfer to web
servers often called File Transfer Protocol (FTP) software.
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3. Application Software

Applications describe software initiated by the user to perform a very specific function. Most of
the software that we are familiar with falls into this category.

● Word Processing Applications: these are applications that enable us to write text,
format text appearance, and manage the page layout for saving in a file or printing.
Most word-processing software allows users to insert images, tables, and other items
into their documents.
● Graphic and Design Applications: What word processing software does for documents,
Graphic and Design Applications do for images. These applications allow the user to
create new or manipulate existing images. These can be as simple as Windows Paint
(the graphic creation software that comes with most versions of Windows) or as
complex as Adobe Photoshop.
● Spreadsheet Applications: serve the function of allowing users to make complex
computations on columnar tables, make use of formulas, and present information in
tables and graphs. These applications mostly perform accounting, statistics, and
mathematical functions.
● Presentation Applications: Presentation Applications are used both in business and
academic settings to concisely and graphically present information to a group of people.
Presentation software allows users to include text, photos, graphics, audio, and even
video in their presentations.
● Web Development Applications: While a killed developer can create a website just by
creating lines of code using a text application, Web Development applications speed up
the process by giving the developer the ability to layout the web page in a what-you-
see-is-what-you-get (WYSIWYG) environment without the need for too much coding.
With applications like these, developers layout the web page similarly to how word
processing software lays out documents.
● Computer Games: Alongside productivity applications listed above, the gaming industry
continues to develop better and better games that make use of the ever-increasing
power that the typical personal computer contains. Games encompass simple
applications such as the commonly available “Minesweeper”, to complicated role-
playing games such as “Skyrim”

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Self-check No. 6.2-2

Software
Identify the types of the following software if it is Operating System, Utility Software, or Application
Software.

1. Microsoft Word
2. Windows 10
3. Anti-Virus
4. Adobe Photoshop
5. Linux
6. Libre Office
7. File Transfer
8. Commersion Software
9. Unix
10. Spreadsheet

Answer key No. 6.2-2

Software
Identify the types of the following software : Operating System, Utility Software, or Application
Software.

1. Microsoft Word - Application Software

2. Windows 10 - Operating System
3. Anti-Virus - Utility Software
4. Adobe Photoshop - Application Software
5. Linux - Operating System
6. LibreOffice - Application Software
7. File Transfer - Utility Software
8. Commersion Software - Utility Software
9. Unix - Operating System
10. Spreadsheet - Application Software

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Information Sheet 6.2-3

Data Processing

Data Processing is the conversion of data into the usable and desired form. This conversion or
“processing” is carried out using a predefined sequence of operations either manually or automatically.
Most of the processing is done by using computers and thus done automatically. The output of
“processed” data can be obtained in various forms. Examples of these forms include images, graphs,
tables, vector files, audio, charts, or any other desired format. The form obtained depends on the
software or method of data processing used. When done itself it is referred to as automatic data
processing.

Data processing is basically synchronizing all the data entered into the software in order to filter out the
most useful information. This is a very important task for any company as it helps them in extracting the
most relevant content for later use. Every important sector, be that banks, schools, colleges, or big
companies, almost all require this processing of data. This processing is performed in order to store the
most refined information in their systems for later use. Manual processing is very time-consuming and
requires you to engage too many people to do so. This is really not a feasible task when you have data in
bulk. Nowadays industry people depend on strong and well-efficient software tools to help in processing
all that data. This helps them in achieving greater accuracy and enhance their efficiency. With the proper
processing of data, more and more information can be sorted. This helps in getting a clearer view of the
matter and having a better understanding of it. This can lead to better productivity and more profits for
the various business fields.

Real-World Applications of Data Processing

With the implementation of proper security algorithms and protocols, it can be ensured that the inputs
and the processed information are safe and stored securely without unauthorized access or changes.
With properly processed data, researchers can write scholarly materials and use them for educational
purposes. The same can be applied to the evaluation of the economy and such areas and factors. In the
healthcare industry, processed data can be used for quicker retrieval of information and even save lives.
Apart from that, illness details and records of treatment techniques can make it less time-consuming for
finding and helping in reducing the suffering of the patients.

Processing data to arrange it by type and information can save a lot of space taken up by data that is not
organized and stored haphazardly. Processed data can also help in making sure that all staff and workers
can understand it easily. They can implement it in the work, which can take up more time and end up
providing a decreased output. This can harm the interests of the business or organization.

Focus of Data Processing

Most businesses and fields require data for providing a good quality of service. Having a collection of
insights about collected data and their implications is a very important aspect of managing it and
ensuring statistical authenticity. It is particularly essential for services concerned with financial
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technologies. This is so because transaction data and payment details need to be properly stored for
easy access by customers as well as company officials upon need. Processing is not limited to computers
and can be done manually as well.

While the manual option uses brain power and intelligence, electronic data processing techniques can
save a lot of time and ensure a smooth workflow and ensure adherence to deadlines. Accuracy is also
higher with electronic processing. One of the essential aspects of this is to make sure that the insights
formed are stored for future and shared use so as to save computational power and time.

Fundamentals of data processing and how data is processed

Processing of data is required by any activity which requires a collection of data. The data collected
needs to be stored, sorted, processed, analyzed and presented. This complete process can be divided
into 6 simple stages which are:

1. Data collection
2. Storage of data
3. Sorting of data
4. Processing of data
5. Data Analysis
6. Data presentation and conclusions

Once the data is collected the need for data entry emerges for the storage of data. Storage can be done
in physical form by use of paper, in notebooks, or in any other physical form. With the emergence and
growing emphasis on Computer Systems, Big Data, and Data mining the data collection is large and a
number of operations need to be performed for meaningful analysis and presentation. The data is
stored in digital form, enables the user to perform a large number of operations in a small time and
allows conversion into different types. The user can thus select the output which best suits the
requirement.

This continuous use and processing of data follow a cycle called the data processing cycle and
information processing cycle. These cycles might provide instant results or take time depending upon
the need of processing data. Complexity in this field is increasing which is creating a need for advanced
techniques.

Storage of data is followed by sorting and filtering. This stage is profoundly affected by the format in
which data is stored. This further depends on the software used. General day and non-complex data can
be stored as text files, tables, or a combination of both in Microsoft Excel or similar software. As the task
becomes complex it requires performing specific and specialized operations. They require different data
processing tools and software which is meant to cater to their peculiar needs.

Storing, sorting, filtering, and processing of data can be done by single software or a combination of
software is done as per the predefined set of operations. Most modern-day software allows users to
perform different actions based on the analysis or study to be carried out. It provides the output file in
various formats.

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Different types of output files are obtained as “processed” data

● Plain text file: These constitute the simplest form of processed data. Most of these files are
user-readable and easy to comprehend. Very negligible or no further processing is these types
of files. These are exported as notepad or WordPad files.
● Table/Spreadsheet: This file format is more suitable for numeric data. Having digits in rows and
columns allows the user to perform various operations. For example, filtering and sorting in
ascending/descending order to make it easy to understand and use. Various mathematical
operations can be applied when using this file output.
● Charts and Graphs: The option to get the output in the form of charts and graphs is handy and
now forms standard features in most of the software. This option is beneficial when dealing with
numerical values reflecting trends and growth/decline. There are ample charts and graphs
available to match diverse requirements. At times there exist situations when there is a need to
have a user-defined option. In case no inbuilt chart or graph is available then the option to
create your own charts, and custom charts/graphs come in handy.
● Maps/Vector or image file: When dealing with spatial data, exporting the processed data into
maps, vector, and image files is of great use. Having the information on maps is of particular use
for urban planners who work on different types of maps. Image files are obtained when dealing
with graphics and do not constitute any human-readable input.
● Other formats / raw files: These are the software-specific file formats that can be used and
processed by specialized software. These output files may not be a complete product and
require further processing. Thus they will need to perform steps multiple times.

Methods of Processing
1. Manual Processing: In this method, data is processed manually without the use of a machine,
tool, or electronic device. Data is processed manually, and all the calculations and logical
operations are performed manually on the data.
2. Mechanical processing: This is done by use of a mechanical device or very simple electronic
devices like a calculator and typewriter. When the need for processing is simple, this method
can be adopted.
3. Electronic processing: This is a modern technique to process data. Electronic Data processing is
the fastest and best available method with the highest reliability and accuracy. The technology
used is the latest as this method uses computers and is employed in most agencies. The use of
software forms an integral part of this type. The data is processed through a computer; Data and
a set of instructions are given to the computers as input, and the computer automatically
processes the data according to the given set of instructions. The computer is also known as an
electronic data processing machine.

Processing types on the basis of process/steps performed

There are various types of data processing, some of the most popular types are as follows:

1. Batch Processing
2. Real-time Processing

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3. Online Processing
4. Multiprocessing
5. Time-sharing

Important Data Processing Tools

1. Surveying Tools: Survey Monkey, etc. software tools that help us easily organize those
elaborated surveys to help us gather the relevant content from the right people.
2. Statistical Tools: SAS (Statistical Analysis System) is a statistical calculation tool that helps in
plotting those big graphs and charts to help us study certain relevant patterns and thus do
effective comparisons and draw proper conclusions.
3. Calculation and Analysis tools: EXCEL and CALC, etc. are those mathematical software tools that
help in applying relevant formulas to process the whole data.
4. Database Management tools: ACCESS and BASE, etc. are the tools that help us manage a large
amount of data that otherwise become too tedious to look after or refer to as and when
required to do so.

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Self-Check No. 6.2-3

Data Processing
Multiple choice

1. These constitute the simplest form of processed data.

a. Chart and Graphs
b. Plain Text File
c. Table or Spreadsheet
d. Image File
2. The tools that help to manage a large amount of data that otherwise.
a. Statistical Tools
b. Surveying Tools
c. Analysis Tools
d. Database Management Tools
3. In this method, data is processed manually without the use of a machine tool or electronic
device.
a. Manual processing
b. mechanical Processing
c. Electronic Processing
d. Digital Processing
4. These are mathematical software tools that help in applying relevant formulas to process the
whole data.
a. Statistical Tools
b. Surveying Tools
c. Analysis Tool
d. Database Management Tools
5. This is a modern technique to process data.
a. Manual Processing
b. Mechanical processing
c. Electronic Processing
d. Digital Processing
6. These are the software-specific file formats that can be used and processed by specialized
software.
a. Raw Files
b. Plain text files
c. Charts and Graphs
d. Image Files
7. This file format is most suitable for numeric data.
a. Image Files
b. Table or Spreadsheet
c. Raw Files
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d. Charts and Graphs

8. The conversion of data into the usable and desired form.
a. Data Storage
b. Data Collection
c. Data Entry
d. Data Processing
9. This option is beneficial when dealing with numerical values reflecting trends and
growth/decline.
a. Image Files
b. Table or Spreadsheet
c. Raw Files
d. Charts and Graphs
10. Tools that will help in organizing those elaborated surveys to help gather the relevant content
from the right people.
a. Statistical Tools
b. Surveying Tools
c. Analysis Tools
d. Database Management Tools

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Answer Key No. 6.2-3

Data Processing
Multiple choice

1. These constitute the simplest form of processed data.

a. Chart and Graphs
b. Plain Text File
c. Table or Spreadsheet
d. Image File
2. The tools that help to manage a large amount of data that otherwise.
a. Statistical Tools
b. Surveying Tools
c. Analysis Tools
d. Database Management Tools
3. In this method, data is processed manually without the use of a machine tool or electronic
device.
a. Manual processing
b. mechanical Processing
c. Electronic Processing
d. Digital Processing
4. These are mathematical software tools that help in applying relevant formulas to process the
whole data.
a. Statistical Tools
b. Surveying Tools
c. Analysis Tool
d. Database Management Tools
5. This is a modern technique to process data.
a. Manual Processing
b. Mechanical processing
c. Electronic Processing
d. Digital Processing
6. These are the software-specific file formats that can be used and processed by specialized
software.
a. Raw Files
b. Plain text files
c. Charts and Graphs
d. Image Files
7. This file format is most suitable for numeric data.
a. Image Files
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b. Table or Spreadsheet
c. Raw Files
d. Charts and Graphs
8. The conversion of data into the usable and desired form.
a. Data Storage
b. Data Collection
c. Data Entry
d. Data Processing
9. This option is beneficial when dealing with numerical values reflecting trends and
growth/decline.
a. Image Files
b. Table or Spreadsheet
c. Raw Files
d. Charts and Graphs
10. Tools that will help in organizing those elaborated surveys to help gather the relevant content
from the right people.
a. Statistical Tools
b. Surveying Tools
c. Analysis Tools
d. Database Management Tools

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Learning Outcome No. 3: Edit, format, and check the information

Information Sheet 6.3-1

Effective File Management

1. Avoid saving unnecessary documents

Don`t make a habit of saving everything that finds its way to you. Take a few seconds to glance
through the content, and keep a file only if it's relevant to your work activity, or required by
your business. Having too many unnecessary documents adds to clutter and makes it harder to
find things in the future.

2. Follow a consistent method for naming your files and folders

For instance, divide a main folder into subfolders for customers, vendors, and co-workers. Use
shortened names to identify what or who the folders relate to. You can even use coding to make
it easier to identify different categories of folders.

3. Store related documents together, whatever the type.

For example, store reports, letters, presentation notes, spreadsheets, and graphics related to a
particular project in a single folder - rather than having one folder for presentations for all
projects, another for spreadsheets for all projects, and so on. That way, you'll be much faster at
finding documents for a particular project.

4. Separate ongoing work from completed work

Some people prefer to keep current or ongoing work on their computer desktop until a job is
completed. Then, once it's done, they move it to the appropriate location, where files of the
same category are stored. At periodic intervals (for example, weekly or every two weeks), move
files you`re no longer working on the folders where your completed work is stored.

5. Avoid overfilling folders

If you have a large number of files in one folder or a large number of subfolders in the main
folder, break them into smaller groups (subfolders or sub-subfolder). For instance, you could
divide a folder called “Business Plan” into folders called “BP2021,” “BP2022,” and “BP2023.”.
Likewise, you might divide a folder for a client named Delta Traders into subfolders named

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“Delta Traders sales presentations” and Delta Traders contracts.” The idea is to place every file
into a logical folder or subfolder, rather than have one huge file.

6. Organize documents by date.

Make sure that the date of a document is precise, by highlighting it or adding it to paper
documents, or including it in the title of an electronic one. That will help you to organize your
documents chronologically by having to open each one. And you`ll then be able to find them
more easily in future.

7. Make digital copies of paper documents

This is useful if you don't have much space to store paper documents; you want to archive
documents without destroying them completely; you need to share documents electronically, or
you want to make your information storage more secure. (This won't be appropriate for all
types of documents, though - for example, legal contracts or documents with original signatures
- so use your best judgment here.

[Link]

[Link]

[Link]

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Self-Check No. 6.3-1

Effective File Management
Multiple Choice: Identity which of the 7 tips for effective file management the statement belongs to.

1. This is useful if you don't have much space to store paper documents.
a. Organize documents by date
b. Make digital copies
c. Avoid Overfilling Folder
d. Store related documents together
2. Don`t make a habit of saving everything that finds its way to you.
a. Follow a consistent method of naming
b. Separate ongoing work from completed work
c. Store related documents together
d. Avoid saving unnecessary documents
3. If you have a large number of files in one folder or a large number of subfolders in the main
folder, break them into smaller groups.
a. Organize documents by dates
b. Make digital copies
c. Avoid Overfilling Folder
d. Store related documents together
4. Make sure that the date of a document is clear, by highlighting it or adding it to paper
documents, or including it in the title of an electronic one.
a. Organize documents by dates
b. Make digital copies
c. Avoid Overfilling Folder
d. Store related documents together
5. Use shortened names to identify what or who the folders relate to.
a. Follow a consistent method of naming
b. Separate ongoing work from completed work
c. Store related documents together
d. Avoid saving unnecessary documents

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Answer Key No. 6.3-1

Effective File Management
Multiple Choice: Identity which of the 7 tips for effective file management the statement belongs to.

1. This is useful if you don't have much space to store paper documents.
a. Organize documents by date
b. Make digital copies
c. Avoid Overfilling Folder
d. Store related documents together
2. Don`t make a habit of saving everything that finds its way to you.
a. Follow a consistent method of naming
b. Separate ongoing work from completed work
c. Store related documents together
d. Avoid saving unnecessary documents
3. If you have a large number of files in one folder or a large number of subfolders in the main
folder, break them into smaller groups.
a. Organize documents by dates
b. Make digital copies
c. Avoid Overfilling Folder
d. Store related documents together
4. Make sure that the date of a document is clear, by highlighting it or adding it to paper
documents, or including it in the title of an electronic one.
a. Organize documents by dates
b. Make digital copies
c. Avoid Overfilling Folder
d. Store related documents together
5. Use shortened names to identify what or who the folders relate to.
a. Follow a consistent method of naming
b. Separate ongoing work from completed work
c. Store related documents together
d. Avoid saving unnecessary documents

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Information Sheet 6.3-2

Formatting tools Using MS Word

Overview of the Text formatting tools in word

Once you have written documents you can spruce it up with just a few clicks.

The process for formatting text is:

1. Select the text you want to format

2. Apply the formatting

Most of the tools that you need to make your document look professional are on the Home ribbon. They
are collected together into the Font group

Here`s a quick breakdown and each of these will be covered in this post.

Changing the Font

The font is the name given to the text style - what the text looks like. Many newspapers and magazines
use a font like Times New Roman for a formal look but there are other simpler fonts available like
Calibri.

To change the font

1. Select the text you want to apply the font to.

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2. Single-left click the Home tab

3. Single-left-click the Font drop-down list then single-left-click the font you want to use

A sample of some popular fonts are provided below

● Here is some sample CALIBRI text

● Here is some sample TIMES NEW ROMAN text
● Here is some sample OSWALD text
● Here is some sample MONTSERRAT text

Changing the Font Size

To change the size of your selected text

1. Single-left-click the Home tab

2. Click the Font Size drop-down list on the Font group
3. Choose a font size

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You can also click one of the two `A` icons, situated next to the font size drop-down list.

The first A increases the text size by one standard size

The second A decreases the text by one standard size.

Adding Bold, Italic, or Underline for Emphasis

To apply emphasis to a word or phrase, bold and italic are the quickest techniques to use. Here is a
comparison

● Regular text
● Bold text
● Italic text
● Underlined text
● Bold italic underlined text

There are 3 standard icons that you will find in every Microsoft Office Program
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● To bold a selection of text, click the B icon, or press Ctrl B on the keyboard
● To italicize a selection of text click the I icon, or press Ctrl I on the keyboard
● To underline a selection of text, click the U icon, or press Ctrl U on the keyboard

To charge underline style

1. Click the drop-down arrow next to the U icon

2. Select the underline type that wants - single, double, thick, dotted, dashed, etc.

To change the underline color

1. Click Underline Color (at the bottom of the menu)

2. Choose a color from the palette

Changing the Font Color

To check the color of your text

1. First, select the text that you want to change the color for.
2. Single-left-click the Home tab
3. Single-left-click the Font drop-down list in the Font group
4. Single-left-click a color from the palette

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Striking Through the Text

Strikethrough puts a line through your text like this. H20,

This is an example of text that has been struck through

You can use this when you need to keep the text for historical reasons but clearly mark it as out of date,
obsolete, no longer stocked or one of many other reasons.

To apply strikethrough to your text

1. Select the text

2. Single-left-click the Home tab
3. Single-left-click the Strikethrough icon in the Font group

Superscripting or Subscripting Text

Superscripted text is little text that sits above the baseline, e.g. 3600 , 42, or 16th.

Subscripted text is little text that sits below the baseline, e.g. H20, CO2, and H2S04.

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To apply superscript

1. Select the text

2. Single-left-click the Home tab
3. Single-left-click the Superscript icon in the Font group.
4. The keyboard shortcut is Ctrl Shift +

To apply subscript

1. Select the text

2. Single-left-click the Home tab
3. Single-left-click the Subscript icon in the Font group.
4. The keyboard shortcut is Ctrl Shift -

Changing the Case

UPPER CASE WORDS stand out on a page. Some people describe it as SHOUTING. To charge the case of
your text.

1. Single-left-click the Home tab

2. Click the Aa icon in the Font group
3. Choose from Sentence case, lower case, UPPER CASE, Capitalize Each Word, and tOGGLE cASE

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Pressing Shift F3 cycles through the UPPERCASE, lowercase, and Capitalize Each Word options. The
other two options are not included in the cycle.

Here are what the different case options mean;

Sentence Case

Capitalize the first letter of the first word in the sentence.

lowercase

Make all the selected text lowercase (i.e. un-capitalize everything)

UPPERCASE

CAPITALIZE the first letter of EVERY word

tOGGLE cASE

Convert UPPER CASE letters to lowercase and convert lowercase letters to UPPERCASE

The Toggle Case feature seems like an odd one and under normal circumstances, you would never use it.

However, back in the day (gee, I sound old) guys like me who look at their keyboard as they type and
only look up once every 30 minutes used to curse loudly when we found our CAPS LOCK had been on
the whole time!

You may still stumble across old legacy documents where the case is all screwed up. If you do, you can
quickly fix it with Toggle Case.

Fast forward to today

Microsoft Word detects when the CAPS LOCK is on. After typing something in the reverse case, as soon
as you press space or ENTER, Word corrects the incorrect case and turns the CAPSLOCk off. Whatever
you type next is in the correct case.

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Highlighting Text
Just as you would take a highlighter pen to highlight certain portions of text in a book or report, you can
add highlights to any section of text in Microsoft Word. Highlighting attracts attention.

Perhaps you have prepared a document for somebody and need to point out the important sections

Perhaps you are reviewing somebody else`s work (or even your own) and want to mark sections to
revisit later.

Perhaps you are reviewing somebody else`s work (or even your own) and want to mark sections to
revisit later.

There are 2 ways to use the highlighter tool.

Method 1 (For a one-off highlight)

1. Select the text you want to highlight

2. Single-left-click the Home tab
3. Click the ab Highlight icon on the Font group (to use default yellow)
4. If you want to choose your own highlight color, click the drop-down arrow on the icon, then
choose one of the highlight colors in the palette. Stick with the lighter colors.

Method 2 (For multiple highlights)

1. Single-left-click the Home tab

2. Double-left-click the ab Highlight icon in the Font group
3. The regular mouse pointer will change to a highlighter icon
4. Select the first portion of text that you wish to highlight. The highlight is added but the
highlighter tool is still active.
5. Select as many other portions of the text as you want.
6. When you are done, press Escape or single-left-click the ab Highlight icon again.
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Reset Highlighted Text

1. Select the highlighted text

2. Single-left-click the Home tab
3. Click the drop-down arrow on the ab Highlight icon in the Font group and choose No Color

Creating a Pretty title or heading

WordArt is a feature that has been around for many years. The conventional way to create WordArt is
to choose the tools from the Insert ribbon, choose a style, type some text and then play with the
settings.

In Word, there is a second tool that lets you select some existing text and apply WordArt Styling to it.

● Select your text (normally a title or heading)

● Click the Blue A icon (called Text Effect and Typography)
● Select one of the thumbnail images from the gallery to apply the effect to your text.
● You can switch the style at any time

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● Using the options underneath, you can also change the outline (color, thickness and style),
shadows, reflections, and glow settings. You don't have to stick with the default settings in the
main galley

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Here are some samples of text effects and typography:

Task Sheet 6.3-2

Formatting tools Using MS Word

Title: Create a presentable resume using Microsoft Word

Performance Objective: Upon completion of these performance tasks, you should be able to
familiarize and use the different formatting tools.

Tools and Equipment: Desktop computer or laptop with MS Office installed

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Steps/Procedures:

1. Create a Microsoft Document with a Filename of “Your Name Resume”

2. Use at least 5 formatting tools in MS word to create a presentable and comprehensive
resume
3. Save your work and submit it.

Assessment Method:

Demonstration with oral Questioning

Performance Criteria No. 6.3-2

Formatting tools Using MS Word

Criteria Yes No

1. Created a document with the correct filename

2. Used 5 or more Formatting Tools

3. The Resume is well presented and comprehensive

4. Submit the work properly

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[Link]

[Link]

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Information Sheet 6.3-3

Edit and Format a Document
Edit a document, change how it looks, and work in it much as you did in your old program. Google Docs
automatically saves every change you make.

Add and edit text

Rename your document:

At the top of the page, click Untitled documents and enter a new title.

Add or edit text:

Just click on the page and start typing

Customize your document

Depending on what you want to change, choose an option:

● To customize margins, page color, and orientation, click File > Page setup.
● To customize text, images, tables, and more, use the toolbar options.

Note: Some options only appear for certain types of content, such as tables or images.

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Add pictures, links, tables, and more

The Insert menu lets you add different features to your documents. Here are the highlights;

Image - Insert an image from your computer, the web, Drive, and more.

Table - Select the number of columns and rows to create a table

Drawing - Creates shapes, pictures, and diagrams right in your documents.

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Link - Add a link to another page or to a header or bookmark in the same document.

Bookmark - Add a link to another page or to a header or bookmark in the same documents.

Table of contents - Create an auto-generated table of contents that links to each heading in your
document that has a heading style applied.

Create page columns

If you`re working on an academic paper or another large document, you can organize your text in
columns.

1. Click Format > Columns

2. Select the number of columns you want
3. To adjust the spacing, or add lines between columns, click Format > Columns > More options
4. Click Apply

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Task Sheet 6.3-3

Edit and Format a Document

Title: Create a presentable resume using Google Docs

Performance Objective: Upon completion of this performance task, you should be able to familiarize
and use the different formatting tools.

Tools and Equipment: Desktop computer or laptop with MS Office installed

Steps/Procedures:

1. Create a Microsoft Document with a Filename of “Your Name Resume”

2. Use at least 5 formatting tools in Google Docs to create a presentable and comprehensive
resume
3. Save your work and submit it.

Assessment Method:

Demonstration with oral Questioning

Performance Criteria No. 6.3-3

Edit and Format a Document

Criteria Yes No

1. Created a document with the correct filename

2. Used 5 or more Formatting Tools

3. The Resume is well presented and comprehensive

4. Submit the work properly

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Information Sheet 6.3-4

Proofreading a Document

How to Use MS Word for Proofreading

If you are not already using MS Word`s many settings designed to ensure accurate proofreading, you are
doing yourself a disservice. After spending countless hours writing, you want to ensure you are resenting
your work as professionally as possible. In this article, I explain how to get the most out of MS Word
when proofreading your own writing.

Note that the following instructions apply to Word 2007 and later.

Spelling and Grammar Check Basics

You probably already know how to perform a spell check, but do you know how to ensure that your
spelling is appropriate for your documents and that all text is included in the spell check? The following
two steps will ensure your documents are being thoroughly and correctly spell-checked.

Check your language settings

To check your language settings

● Highlight your entire documents (Ctrl + A)

● Go to the `Review` Tab
● Click on the `Language dropdown menu and select `Set Proofing Language`. This will bring up
the language box.
● Select the most suitable version of English.
● Ensure that the `Do not check spelling and grammar` box is clear. If you do not do this, some
sentences may not be spell checked.

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Check your proofing options

It is also a good idea to check your Proofing Options:

1. Go to `File`
2. Click on `Options`. This opens the Word Options window
3. In the menu on the left-hand side, choose `Proofing`
4. Under `When correcting spelling and grammar in Word`, check that `Grammar & more` (if using
Word 2016, otherwise this will be `Grammar & Style) is selected from the dropdown menu.
5. Check that the boxes are ticked that allow for errors to be pointed out as you type and for
grammar and spelling errors to be checked together.
6. Under `Exceptions for`, you will need to check that spelling and grammar errors are not being
hidden.

Note: If you were checking the formatting of your reference list, you might like to check it once for
spelling and then turn off grammar and spell check so that you can check it again closely for formatting.
There are times when hiding the grammar and spell check errors is useful.

The most important options for using the spell checker effectively in Word are in the “When correcting
spelling and grammar in Word” section. These include:

● Check spelling as you type - Controls whether Word will highlight errors as you type (if you
deselect this, you will need to run the spell checker manually)
● Mark grammar errors as you type - As above, but grammar errors.
● Frequently confused words - Highlights words that it thinks may have been confused for
another term (e.g., mix ups of “effect” and “affect”)
● Check grammar with spelling - When checked, Word will check both grammar and spelling
when you run spellcheck (when unchecked, it will only check spelling)
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● Show readability statistics - ides readability stats at the end of a spellcheck

Taking Control of Your Spell and Grammar Check

Personalizing Your Grammar Settings
In the image above, where you selected `Grammar & more` from the dropdown menu, you can also
change the settings of the grammar checker. Clicking `Settings` opens the Grammar Settings window.
Here, you can decide which error types you want Word to check for and which you don`t. For example, if
you are writing in a field that requires the use of passive voice, you might like to turn off that check. You
should also check that all necessary checks are ticked.

Adding to your Personal Dictionary

If you are writing in a field with a technical vocabulary, Word may incorrectly identify some words as
misspelled. Rather than `ignoring` these, you should `Add them to the Dictionary`. This adds those words
to your custom dictionary. To manage the words in your custom dictionary (e.g. if you have accidentally
added a misspelled word to the dictionary);

● Go to Proofing Options and look for `custom Dictionaries`

● The tick box `Suggest from main dictionary only` should be clear. This way, Autocorrect will
make suggestions from your custom dictionary as well.
● Click on `Custom Dictionaries` to open a window
● Select the default custom dictionary and select `Edit Word List`.

You can then delete entries

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Running Your Final Spell Check

Having adjusted all of the above settings, not only will you have been able to correct your typos and
grammar errors as you type, but your final grammar and spell check will also be considerably faster and
more effective.

1. You will be sure that your whole document is being checked according to your target language.
2. You will have excluded any grammar check that you do not require, saving time.
3. You will have excluded any correctly spelled words that are not recognized by Word`s spell
check (e.g. technical vocabulary, author names), saving even more time.
4. By reducing the length of the grammar and spell check, you will be less likely to rush the check,
missing important errors.

Check your spelling and Grammar in Google Docs

You can check your spelling and grammar, then accept or ignore the corrections.

1. Open a document in Google Docs

2. In the top left, click Spell Check . A Box will open in the right corner.
a. To use a suggestion, click Change
b. To ignore a suggestion, click Ignore

c. To accept or ignore all suggestions, click More > Accept all or Ignore all

If you have spelling and grammar suggestions turned on, misspelled words are underlined in red,
grammar suggestions are underlined in red, and grammar suggestions are underlined in blue.

To quickly accept or ignore the corrections:

● Press Tab to accept the suggestion

● Right-click the red or blue underline
○ To accept the suggestion, click the edited word.
○ To ignore the suggestion, click the edited word.
○ To ignore the suggestion, click Ignore
○ To report an incorrect suggestion, click Feedback on suggestion

Add a word to your spelling suggestion dictionary

You can add words to the dictionary so Docs doesn`t identify them a misspelled.

1. Open a document in Google Docs

2. In the top left, click Spell Check . A box will open in the top right corner.
3. To add a word that appears in the spell checker to the dictionary, Click Add to dictionary.

Remove a word from your dictionary

You can remove a word from the dictionary.

1. Open the document in Google Docs

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2. Right-click the word

3. Select Remove from personal dictionary.

Self-Check No. 6.3-4

Proofreading a Document
Arrange the following steps

Steps in Accepting and Ignoring spelling corrections (5 pts)

1. Open a document in Google Docs

a. To use a suggestion, click Change
2. In the top left, click Spell Check . A Box will open in the right corner.
a. To ignore a suggestion, click Ignore

b. To accept or ignore all suggestions, click More > Accept all or Ignore all

Steps in checking your proofing options (6 pts)

1. Under `When correcting spelling and grammar in Word`, check that `Grammar & more` (if using
Word 2016, otherwise this will be `Grammar & Style) is selected from the dropdown menu.
2. Go to `File`
3. Check that the boxes are ticked that allow for errors to be pointed out as you type and for
grammar and spelling errors to be checked together.
4. Click on `Options`. This opens the Word Options window
5. In the menu on the left-hand side, choose `Proofing`
6. Under `Exceptions for`, you will need to check that spelling and grammar errors are not being
hidden.

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Answer-key No. 6.3-4

Proofreading a Document
Arrange the following steps

Steps in Accepting and Ignoring spelling corrections (5 pts)

3. Open a document in Google Docs

4. In the top left, click Spell Check . A Box will open in the right corner.
a. To use a suggestion, click Change
b. To ignore a suggestion, click Ignore

c. To accept or ignore all suggestions, click More > Accept all or Ignore all

Steps in checking your proofing options (6 pts)

7. Go to `File`
8. Click on `Options`. This opens the Word Options window
9. In the menu on the left-hand side, choose `Proofing`
10. Under `When correcting spelling and grammar in Word`, check that `Grammar & more` (if using
Word 2016, otherwise this will be `Grammar & Style) is selected from the dropdown menu.
11. Check that the boxes are ticked that allow for errors to be pointed out as you type and for
grammar and spelling errors to be checked together.
12. Under `Exceptions for`, you will need to check that spelling and grammar errors are not being
hidden.

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Date Developed: Document No.

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